Ready for the EU Machinery Regulation 2023/1230?
Digital documentation and CE compliance made simple with the EquipmentCloud® customer portal
EU Machinery Regulation 2023/1230: Digital Compliance Made Easy
Starting January 20, 2027, the new EU Machinery Regulation 2023/1230 replaces the previous Machinery Directive 2006/42/EC. For equipment manufacturers, this brings several changes and added obligations. For the first time, the digital provision of operating manuals and declarations of conformity is explicitly permitted (under strict conditions).
Digital manuals must be accessible online and downloadable. On request, they must be available to the user as a paper copy for the entire product life cycle (at least 10 years).
At the same time, documentation requirements increase. Manufacturers must keep all technical documents (from risk assessments to test reports) organized and provide them to market surveillance on request. New as well: disclosure of source code. If a machine contains safety‑relevant software, the source code or programming logic must be disclosed to authorities on request and kept available for at least ten years.
Manufacturers are also required to maintain a complaint and error register and proactively initiate recalls in case of safety defects. Market surveillance will be stronger: authorities will increase spot checks, and manufacturers are responsible for monitoring machines in the field and offering a digital contact option for questions.
Bottom line: the Machinery Regulation 2023/1230 requires seamless, digitally supported documentation across the entire lifecycle of your machines.
EquipmentCloud® Customer Portal as a Solution for CE Compliance and Digital Documentation
EquipmentCloud® is a modular, cloud‑based customer and service portal that helps manufacturers implement the new regulatory requirements in practical ways. By digitizing your after‑sales and service processes, you meet the regulation efficiently and sustainably. The most relevant EquipmentCloud® modules for the Machinery Regulation 2023/1230 include:
eDocs: Central digital repository and provision of all technical documents, from operating manuals and CE declarations of conformity to manufacturer information
With eDocs, you provide customers with the current documentation online. Changes or updates can be shared in real time, so a current “lifetime” manual is always available. This fulfills the obligation for digital operating manuals and ensures safety and operating information is accessible at any time.
EquipmentHub: Master data and life cycle management for complete documentation at the asset and system level
With EquipmentHub, you manage each machine as a digital twin. All relevant technical documents, components, configuration data and certificates can be stored per machine. You can prove exactly which configuration and software version a machine had when it was placed on the market after successful FAT/SAT. That’s a key basis for conformity and traceability during market inspections.
SoftwareCenter: Software version management and source code documentation
This module lets you record and manage the software versions installed on your machines, including storing source code or program logs per version. If authorities request disclosure, you can quickly provide the relevant code. It also supports rolling out updates and documenting changes, which helps improve the IT security of your machines.
DeviceManagement: Remote maintenance, VPN‑based remote access and centralized update control for connected devices
DeviceManagement enables secure firmware and software updates with logging and authentication, protects devices and machines from unauthorized access via remoting, VPN tunneling, role‑based access control and two‑factor authentication and documents changes end to end with automatic audit logs.
It also supports legal requirements for life cycle management with update planning and security monitoring over a machine’s lifetime.
Maintenance: Tracking maintenance and inspections across the full lifecycle
This module offers a digital maintenance calendar with checklists to capture scheduled inspections, maintenance and safety checks in a structured way. All measures are historized and assigned to a machine. The result is a complete life record for every machine, which is valuable as proof for auditors and as support for lifecycle analysis.
You can prove you met your information obligations and documented maintenance recommendations that mitigate hazards.
OpenIssues: Structured capture of inspections, acceptances, risk assessments and all open items
OpenIssues keeps track of tasks from risk assessments or conformity checks, for example issues that must be resolved before CE marking. The integrated ticket system ensures nothing is missed and offers filtering and reporting for audits.
Workflows: Map complex test or approval processes as digital checklists and milestone plans
With Workflows, you can standardize and audit risk analyses, validations or acceptance protocols in line with the regulation. The module creates maximum transparency and complete documentation of all compliance‑relevant steps in your organization.
Direct and Transparent Access to All Asset Information with EquipmentCloud®
As an internationally active special‑purpose machine builder, ruhlamat GmbH uses EquipmentCloud® as a digital customer portal to optimize service processes and manage machine documentation efficiently.
“At ruhlamat, we have been providing automation solutions for the automotive, medical, alternative energy and card and passport systems industries for over 30 years. The EquipmentCloud® gives our customers direct and transparent access to all system information from development to operation. Our goal is to increase revenue with digital value-added services, without hiring additional staff.”
Richard Stegmann, Manager Digital Solutions, ruhlamat GmbH
Your Benefits with EquipmentCloud® Under the Machinery Regulation 2023/1230
Legally Compliant Implementation
Ensure CE compliance under the Machinery Regulation 2023/1230 with preconfigured workflows and complete documentation. Minimize compliance gaps and keep all evidence ready for audits.
Digital Document Provision
No more paper binders. Your technical documents are available digitally. Customers, inspectors and service teams can access current operating manuals, wiring diagrams or software documentation at any time. That saves time and avoids errors.
End to End Traceability
Every change, software update and maintenance action is logged in EquipmentCloud®. This complete history gives you documentation certainty. In the case of a product review or incident, you can prove exactly what happened, when and by whom.
Proactive Market Surveillance
With centralized data and monitoring functions, EquipmentCloud® helps you proactively monitor machines in the field. You can spot issues early, warn customers or provide updates and fulfill the monitoring obligation without extra effort. If an authority requests information, you can deliver it with a click.
Trust and Security
Your data and your customers’ data are protected through ISO 27001 certified processes, hosting on Oracle Cloud Infrastructure, multi‑factor authentication (MFA), single sign‑on (SSO) and our membership in the Alliance for Cyber Security.
Scalability
EquipmentCloud® grows with your installed base. You can start with individual modules and expand step by step.
